UNIVERSITY OF CINCINNATI

Department of Student Organizations & Activities

221 Tangeman University Center 556‑6115

 

Parliamentary Procedure

 Why Parliamentary Procedure

 Parliamentary Procedure can sometimes appear to be an intimidating, threatening, and confusing method that has been sent here to make our lives complicated and overworked. However, the truth of the matter is that Parliamentary Procedure specifies a set of rules for the easy and orderly conduct of meetings. It allows every person within the group to be heard which helps members to make decisions without confusion or being confused. In short, this time tested method of conducting business is not scary and complicated but an easy way to insure democratic rule, protection of rights, flexibility, and a fair hearing for everyone.

 Developing an Agenda or Order of Business

 It is customary for every group to adopt a standard order of business for meetings. When no rule has been adopted, the following is the order. 

1. Call to Order

2. Reading and approval of the minutes

3. Reports from officers and standing committees

4. Reports from special committees

5. Unfinished Business

6. New Business

7. Program

8. Adjournment

 

Motions 

The proper way for an individual to propose that a group take a certain action is by "making a motion." The following is the process for handling a motion.

1. A member rises and addresses the presiding officer for recognition.

2. The member is recognized.

3. The member proposes a motion.

4. Another member must second a motion.

5. The presiding officer states the motion to the assembly.

6. The assembly can now discuss or debate the motion. Only one person at a time may speak.  They must first be recognized by the presiding officer. Preference should be given to:

                A. The person who proposed the motion

                B. A member who has not spoken yet to the motion

                C. A member who seldom speaks to one who frequently addresses the assembly

                D. The presiding officer should try to alternate between those favoring and those opposing the motion.

 Discussion must be confined to the question that is "before the house." 

7. The presiding officer takes the vote on the motion. Voting can be done by voice, show of hands, or balloting.

8. The presiding officer announces the result of the vote.

9. The floor is now open and another motion can be proposed.

Four General Types of Motions

I. Main Motions introduce subjects to the assembly for its consideration.

·          They cannot be made when another motion is before the assembly (being considered by the assembly).

·          They can be postponed or affected by privileged, subsidiary, and incidental motions.

·          Eg. “ I move that we purchase. . . "

 2.   Subsidiary Motions change or affect how the main motion is handled.

·          They are voted on before the main motion.

·          Eg. "I move the question before the assembly be amended by striking out. .

 3.   Privileged Motions are about special or important matters not related to pending business.

·          They are extremely urgent motions.

·          Eg. "I move we adjourn."

 4.   Incidental Motions are questions of procedure that arise out of other motions.

·          They must be considered before the other motions.

·          Eg. "/ move to suspend the rules for the purpose of ...

 Amending a Motion 

The purpose of the “motion to amend" is to modify a motion which has already been presented in such a manner that it will be more satisfactory to the members. 

Methods of amending:

 1.   By addition or insertion ‑‑ to add something to the motion which it did not contain.

2.   By elimination or by striking out ‑‑ to subtract or eliminate something from a motion that was originally part of it.

3.   By substitution ‑‑ this method is a combination of the first two methods, since in amending by substitution something is stricken and something is inserted in its place. The substitution portion may consist of a word, a phrase, a clause, or an entirely new motion.

 An important principle to understand in connection with any form of the motion to amend is that an amendment "May be hostile, but it must be germane." By hostile is meant opposed to the spirit and aim of the motion to which it is applied. By germane is meant having direct bearing upon the subject of the motion, that is relevant or relating to it.  An amendment may be opposed to actual intent of the original motion and, in fact nullify it, but if it relates to the same subject matter, it is germane.

To Do This: You Say This May you interrupt the speaker? Do you need a second? Is it debatable? Can it be amended? What vote is needed? Can it be reconsidered?
Adjourn meeting "I move that we adjourn.." NO YES NO NO MAJORITY NO
Call an intermission "I move that we recess for.." NO YES NO YES MAJORITY NO
Complain about heat, etc. "I rise to a question of privilege" YES NO NO NO NO VOTE NO
Temporarily suspend consideration of an issue "I move to table the motion.." NO YES NO NO MAJORITY NO
End debate & amendments "I move the previous question.." NO YES NO NO 2/3 NO
Postpone discussion for a certain amount of time "I move to postpone the discussion until.." NO YES YES YES MAJORITY YES
Give closer study of something "I move to refer the matter to committee.." NO YES YES YES MAJORITY YES
Amend a motion "I move to amend the motion by.." NO YES YES YES MAJORITY YES
Introduce Business "I move that.." NO YES YES YES MAJORITY YES
Protest Breach of Rules "I rise to a point of order.." YES NO NO NO NO VOTE NO
Request Information "Point of information.." YES NO NO NO NO VOTE NO

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